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June 2,1999 Number 1867
UNIVERSITY OF NORTH CAROLINA AT CHAPEL HILL
Office of the Associate Vice Chancellor for Human Resources		300 South Building, CB# 1000 Chapel Hill, NC 27599-1000 (919) 962-1554 FAX: (919) 962-8851
MEMORANDUM

TO:	Deans, Directors, and Department Heads Human Resources Facilitators
FROM:	Laurie Charest Associate Vice Chancellor for Human Resources
DATE:	May 28, 1999
RE:	New SPA Grievance Policy and Mediation Policy

The University's Grievance Policy Task Force recently completed an extensive review of the SPA Grievance Policy and Procedure. As part of its review, the Task Force also drafted a new mediation policy. Both policies have been approved by the Chancellor. As required, the State Personnel Commission then approved the SPA Grievance Policy and Procedure. Both policies will be effective as of June 1, 1999.

As a result of the Task Force's efforts to solicit and incorporate feedback from a variety of campus constituencies, I feel we have strengthened our dispute resolution processes for SPA employees. This letter highlights the changes in the new policies:

The introduction of a formal mediation policy, as an alternate starting point for resolving any workplace difference. Members of the University community, starting with the Step 3 panel members and chairs, have already begun to be trained as mediators. Task Force Members expect mediation to be a more frequently utilized and timely method for resolving workplace differences outside the formal grievance process.

The ability to request support persons at any step of the grievance process. Under the current procedure, support persons are only available for Step 3 assistance. The Task Force members recognized that support persons could be a valuable resource for grievance from the initial filing, although their role will differ at the various steps in the grievance process.

A new process for handling harassment and discrimination complaints. A. complaint alleging harassment or discrimination based on the employee's age, sex, race, color, creed, political affiliation, religion, national origin, and/or handicapping condition will now proceed through a modified two-step process. The final university decision will be reached within 60 calendar days of the filing of the complaint. This change was implemented due to a new statute requiring special handling of SPA employees' harassment complaints.

Extended protection against retaliation for those who participate in the grievance process, including support persons, and clearer consequences for those who engage in retaliatory behavior or threats of retaliation.

A stronger confidentiality provision, requiring support persons to treat any information they receive in their role as confidential and not able to be discussed without the express permission of the person for whom they are serving as a support person.

I have enclosed a copy of the new policies and you may also view them at the Office of Human Resources' website http://www.ais.unc.edu/hr/. The Counseling Service will be scheduling meetings across campus to explain the new policies in more detail and to answer any general questions you may have. Meetings will be announced in the University Gazette or you may contact the Counseling Service at 962-2656 for more information. I encourage you to allow your SPA employees to attend and consider their attendance as work time if they get your approval in advance. The Counseling Service is also available for departmental meetings if you should prefer.

Please post this notice in your department so that all SPA employees have an opportunity to review.